The Family Educational Rights and Privacy Act (FERPA) afford students certain rights with respect of their educational records. They are:
Social Security Number
Instead, you were assigned a student EMPID number when you entered your John Tyler Community College Application for Admission. You should use your EMPID number to access your education records, as needed.
45 Day Turnaround
Students should submit to the Admissions & Records Office, Chester campus (Moyar Hall M101) or Midlothian campus (Administration Building B106), written requests that indentify the record(s) he/she wishes to inspect. The Registrar/Asst. Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected.
Students may ask John Tyler Community College (JTCC) to amend the record that he/she believes is inaccurate or misleading. He/she should write the JTCC official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. Should the College refuse to amend the information, the student will receive a letter via the US Postal Service and has the right to appeal via College policies.
Right to Consent to Disclosure
One exception which permits disclosure without consent is a disclosure to school officials with legitimate educational interests. A school official is an individual employed by JTCC or the Virginia Community College System in an administrative, supervisory, academic or research, or support staff position. Other typical exceptions include:
- Other educational institutions (transcripts)
- High school dual enrolled or concurrent enrolled students
- Specific official review for audits or evaluation
- Financial Aid staff
- Accrediting bodies
- Appropriate officials in cases of health or safety emergencies
- State and local authorities and officials within the juvenile justice system
- JTCC or Virginia Community College System contracted individuals or companies
- A student serving on an official committee at JTCC
- A school official or faculty member who has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility
- Federal Law, such as the Solomon Amendment
Parent Review of Records
If a student is dependent upon the parent(s), the parent(s) can request a review of the student’s record. The parent(s) must provide supporting documentation that list the student on their taxes (state and federal) and show proof they provide over 50% of support for the student. The student will be notified by his/her VCCS e-mail account if an appointment is granted to the parent(s) to review the student’s documentation. A parent(s) must be specific in the request and provide the request in writing to the Registrar or Assistant Registrar at JTCC. The parent will be contacted by phone or mail of an appointment date and time. The student will be allowed to be present during the parent’s review of the student’s documentation.
Certain information can be released upon request without the student’s written consent. The Virginia Community College System defines directory information as: name, address, telephone number, major field of study, dates of attendance, degrees and honors and awards received; participation in officially recognized activities and sports; electronic email address, weight and height of members of athletic teams, grade (class) level, the most recent educational agency or institution attended and course credit load.
FERPA (Privacy) Block
A student can place a FERPA block on his/her account in myTyler. The navigation is Self Service > Campus Personal Information > Privacy Settings. A FERPA block prevents any information from being given to a third party. If a student is unable to access his/her myTyler account the student can submit a request for a FERPA block in writing to the Admissions and Records Office at either the Chester or Midlothian Campus. The written request must include the student’s name, EMPID#, phone number where he/she can be reached, a signature and date. A FERPA block will be placed on his/her account in the Peoplesoft SIS system by A&R staff. Students can request blocks be removed at time of graduation (or other times at the student’s discretion) by submitting a written request to the Admissions & Records Office or by removing the block from his/her myTyler account.
If you chose to block your directory information, it can’t be released to friends, family, prospective employers, the news media, advisors, student activities and honor societies. If you’d like to keep your public data private, but release information so that it can be published in commencement programs and honor lists, contact the Admissions & Records Office at AdmissionsandRecords@jtcc.edu.
Students enrolled in online classes who reside more than 100 miles from the College’s campuses may request copies of information in their academic files by submitting a request to the Office of Admissions and Records either via the U.S. Postal Service or via their JTCC e-mail address to AdmissionandRecords@jtcc.edu. The information will be forwarded to students via certified mail.